YOUR FLIGHTS

Navigating Air Travel Smoothly

Embarking on your journey almost always begins with a flight. To ensure a seamless airport and in-flight experience, we’ve put together our essential tips and regulations to keep in mind.

HOW GROUP TRAVEL WORKS

Groups traveling under the auspices of passports will enjoy scheduled flights operated by major national and international airlines. passports offers a large number of regional departures. This may mean that some groups will change planes either in the U.S. or abroad. Plan to arrive at the airport at least three hours before your scheduled departure time for all international trips.

Many times, like all travel providers, passports buys airline tickets in bulk. These tickets may not accrue “airline miles”, may not be upgradable, and you may not be able to choose your seat prior to departure. That said, you will receive your flight routings and e-ticket approximately 30 days prior to departure and you can use your e-ticket number to contact the airline in advance with any questions, but it is at the airline’s discretion of what they’ll be able to accommodate. You can also see attendants at the airline desk upon arrival at the airport with any questions regarding “airline miles” or seating requests.

Treating any and all airline staff with kindness and politeness can go very far.

PREPARE FOR THE UNEXPECTED

…and it won’t be unexpected

Heavy Air Traffic

If you’ve traveled in the last couple of years, domestically or internationally, you’ll know that today’s skies are more crowded than ever. Air travel is busiest during the spring and summer.

Unfortunately, delays happen. Even more unfortunately, so do cancellations. The possibility exists that you and your group may experience one of these scenarios. Travel is exciting and unpredictable, and it’s important to keep calm and have a flexible mindset. Stay with your group organizer and rest easy that passports and your leader are working diligently to figure out the next best steps for your group.

Airports are some of the best places for shopping, reading, writing, and people watching…if we do say so ourselves!

Can I book my own flights?

Sure! If you want to extend your stay in either direction or meet up with your family on their trip, for example, you can book your own tickets. This is how you’d be able to get your miles credits. You must tell your Group Leader, as well as Passports, if you are planning to purchase your own airfare upon enrollment.

There can be no changes after 110 days prior to departure.

If you are traveling on the same dates as the group, we require participants to fly with the group. Group flights are released about 30 days prior to departure. So, in booking your own flights, you would likely be doing that prior to 30 days before departure and thus you would be making the booking without the knowledge of the what flights the group is on. When you arrange your own flights, you would also be responsible for transfers from/to the hotel from your overseas airport. Hotel check in is typically available at 2PM, so if you do choose to book your own flights, it could be the case that you book flights that arrive in the morning while the group might not arrive hours later. In which case, you may not be able to check in to the hotel.

Lost Luggage

Luggage

While we cannot recommend traveling with only a carry-on suitcase (and a personal item!) more, checked bags are included on your flight. Be sure to check the requirements of your airline as this can differ, but the most common “standards” are:

Personal Item
Size: 18x14x8in

Carry-On Luggage
Size: 21x14x9in

Checked Luggage
Size: 27x21x14in
Weight: 50lbs

Make sure you know your suitcase brand and any specific identifying features.

Another reason we recommend only bringing a carry-on so strongly is the potential of lost or damaged luggage. Imagine landing down in your destination, ready for the trip of your life, just to get to the baggage carousel and find out that your bag didn’t make it. It’s inconvenient, upsetting, and unfortunately, does happen. If you do check a bag, we strongly recommend using the passports luggage tags provided. Consider investing in an air tag to easily locate items and streamline the process.

Should you find your baggage missing or damaged, tell your Group Organizer, your Tour Director, and the airline representative immediately to complete the appropriate forms. If lost, make note of the reference number on the claim, and use it every time you contact the airline about the luggage. You will have to inform the airline personnel of your itinerary for the next week so they can forward it to you when found.

In-Flight Comfort

We know — “in-flight comfort” can sometimes read as an oxymoron. But, there are tons of things you can do in preparation and on board to pass the time and make flying an enjoyable experience!

  • Hydrate, hydrate, hydrate! Drinking a ton of water will make all the difference on arrival day. The air in planes is very dry, and drinking beverages like caffeine, alcohol, and most fruit juices can actually increase dehydration and swelling.

  • Wear loose and comfortable clothing. Layers! You never know if you’ll be warm or cold once you’re in the sky— plus, you get to bring that extra jacket you couldn’t fit in your carry-on!

  • Plan to sleep on the flight. Bring an eye mask and earplugs if that will help you. Even a few hours will make all the difference on arrival day.

  • Bring your own headphones. The plane will generally supply disposable headphones for the seat-back screens, but they may not be compatible with your phone.

  • Pack any personal medications you may need in your personal item.

  • Don’t forget your charging cables or power banks. Pack your adaptors with these, should the plane not offer US standard plugs. These days, most international planes have USB ports.

  • Snacks. Depending on your destination, the flight will likely serve a light meal and snacks, but it’s never a bad idea to have options.

  • Pre-download shows, music, or a book. We’ve all been there - you try your best to sleep, but it’s just not happening, and you can’t find your latest tv binge in the plane’s catalog offerings. Download some of your favorite go-to’s before departure.

  • Get up and walk around. This will help with swelling and muscle tightness.

  • Download your airline’s app prior to departure. You may want to utilize this for things like WiFi or the daily menu once onboard.

You have a long day (or night!) of travel ahead of you. Think of what you personally need in order to make it the best experience possible.

General Air Travel Regulations

For a comprehensive list and updates on prohibited items, please always visit www.tsa.gov prior to traveling.

FAQ

All medications in any form and associated supplies (syringes, sharp disposable containers, jet injectors, pens, infusers, etc.) are allowed through the security checkpoint once they have been screened. Liquid, gel and aerosol medications should be declared to a security officer at the checkpoint and must be labeled so they are identifiable. Have a copy of your prescription or a doctor’s letter indicating your name and the prescribed item(s).

Prohibited
Items

  • Fireworks, flares, or any explosives

  • Flammable items (e.g., matches, lighters)

  • Firearms, ammunition, and other weapons

  • Hazardous materials

  • Sharp objects (e.g., large nail clippers) should be packed in checked luggage